Friday, half past eight in the evening. You finish the last session of the week and open the notebook where you jot down payments. Laura paid €30 in cash on Tuesday and said she’d send the rest by Bizum, but you can’t remember whether it arrived. Daniel bought a pack of four sessions and you’re not sure if he paid all of it or only half. Andrew paid on Monday for his session on the 20th, and you wrote it in a corner of the page. If this sounds familiar, it doesn’t mean you run your practice badly. Notebooks and spreadsheets simply weren’t built for patient payment tracking the way therapy is paid for: session by session, sometimes in halves and through different channels.

In this guide we go through what good payment tracking should solve and how My Psico Agenda handles it with «Record payments», the feature that stores each payment in its session. We use the names you’ll see on screen, and at the end we also tell you what it doesn’t do, so you can decide with all the facts.

Why patient payment tracking gets complicated in therapy

In a shop, every sale is paid on the spot and that’s it. In a practice, money and sessions move at their own pace:

  • Some patients pay at the end of each session and others pay for the whole month at once.
  • Some pay half today and the other half next week.
  • One session can be paid with two methods, part in cash and part by bank transfer or Bizum.
  • Session packs are paid once and used up over several weeks.
  • Some sessions are cancelled after they’ve been paid, and you have to decide whether to refund the money.
  • If you work in a centre, every payment is split between the centre and the therapist according to the commission.

With all that going on, the simplest question, “how much did I collect today?”, is hard to answer. The next one, “who still owes me something?”, is even harder. When the answer depends on scrolling through WhatsApp messages and bank statements, the problem isn’t personal organisation: you’re missing payment tracking software for therapists that ties every payment to its session.

What good patient payment tracking needs

If you’re comparing tools to track client payments, this is the list worth keeping in front of you:

  1. Every payment is tied to the session or the pack it pays for, not kept on a separate sheet.
  2. It accepts partial payments, as an amount or a percentage, and several payments for the same session.
  3. It stores the method and the date of each payment, because the day you’re paid isn’t always the day of the session.
  4. It shows the status at a glance: unpaid, partially paid or paid.
  5. Recording the usual payment takes two taps, without filling in a form every time.
  6. The statistics count money on the day it comes in.
  7. It tells you what’s still owed for sessions that have already taken place, patient by patient.
  8. In a centre, it separates the centre’s share from the therapist’s.
  9. If you make a mistake, you can remove a payment and the session goes back to outstanding.

Let’s go through them one by one with what you’ll see in My Psico Agenda.

How to record patient payments in My Psico Agenda, step by step

Every appointment has a «Payment» row under the price, with its status: «Unpaid», «Partially paid» or «Paid». Next to the word «Payment» is the «Record payments» button. Tapping it opens a window with three figures at the top, «Total», «Collected» and «Outstanding», and a bar that fills up as the patient pays.

To record patient payments one at a time:

  1. Choose the «Method»: «Cash», «Card», «Bizum» or «Transfer». The app remembers the last one you used.
  2. Enter the «Amount» in euros or, if you prefer, as a percentage of the price.
  3. Check the «Payment date». It defaults to today and you can set an earlier date, never a future one.
  4. If you like, add a «Note (optional)», such as “first instalment”.
  5. Tap «Add payment».

For everyday payments there are «Quick actions». «Collect all today» records whatever is outstanding, with the chosen method and today’s date. «Collect half today» records half the price, or whatever is left if that’s less. Each payment appears in the «Recorded payments» list with its amount, method and date. If you got something wrong, «Remove» takes it off after asking you, and the session has that amount outstanding again.

In each day’s detail in the calendar and in the appointment list, every session also carries a short label: «🟠 30.00 € / 60.00 €» if it’s half paid, or «⏳ Unpaid» if nothing has been paid yet. It’s the same calendar of the software for psychologists you already use for appointments, records and reminders, so there’s no extra program to open.

Partial payments and payments with two methods

Back to Laura. Her session costs €60. On Tuesday she paid €30 in cash: you open «Record payments», choose «Cash» and tap «Collect half today». The appointment changes to «Partially paid · 30.00 € of 60.00 €». On Friday the Bizum with the rest arrives: you choose «Bizum», tap «Collect all today» and the session is «Paid». Because it was paid with two methods, it shows as «Mixed» in the summaries. With partial payments recorded in their session, you no longer have to remember who owes you the other half.

Advance payments and cancelled sessions

If Andrew pays today for his session on the 20th, the payment is recorded with today’s date and the session already shows as paid, even though it hasn’t happened yet. If a paid session is cancelled, the payment doesn’t disappear and the window reminds you: if you refund the money, remove the payment; if you don’t, it counts as collected on the day it was paid. You decide, case by case.

You can also record payments while creating a new appointment, before saving it. They’re saved together with the appointment.

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If you type an amount and close the window without tapping «Add payment», the app asks before closing. That way a slip doesn’t cost you a payment.

Session packs: the payment goes on the pack

With a pack, the patient pays once and uses sessions over time. That’s why payments aren’t recorded on each session but on the pack itself, with the «Pack payments» button, which works the same way: amount or percentage, method, date and quick actions. If Daniel buys a pack of 4 sessions for €240 and pays €120 today, the pack shows «Partially paid · 120.00 € of 240.00 €» until he pays the rest.

Sessions that are deducted from the pack don’t need their own payment. On them the button reads «Pack payments» and takes you straight to the pack’s payments, so you don’t charge for the same thing twice. If you want to review how to price packs and what to do with the ones that expire, read our guide to session packs in psychology.

What you collect each day: tracking income in Statistics

This is the part you’ll notice most day to day. In Statistics, money collected is counted on the day it comes in, not on the day of the session. If you pick «Today» in the date filter, you see exactly what you’ve collected today, even if it’s for last week’s sessions or for a pack the patient will start using next month. «Yesterday», «This month», «This year» or a custom period with «From» and «To» work the same way, so you know your practice income for any day without doing the maths.

The first row has three cards: «Center Profit», «Therapist Profit» and «Total Income», which adds the two together. Under each figure you see what’s still «unpaid», meaning what’s owed for sessions that have already taken place. Sessions that haven’t happened yet don’t count as debt. The «Payment Methods» chart splits your sessions by how they were paid: cash, card, Bizum, transfer, several methods, half paid or unpaid.

That’s the kind of payment tracking a notebook can’t give you: opening the app on Friday and knowing, without adding anything up, how much came in this week and who still owes something. The page on statistics and reports for your practice covers the rest of the charts, and if you want to go further with the numbers, our guide to KPIs for a psychology practice explains which indicators are worth checking every month.

Patient payment tracking, record by record

In the statistics of each patient’s record you see the «Therapist profit», the «Center profit» and the «Total income» they’ve paid and, if there is any, how much is still unpaid for their sessions. If they have packs, you also see what’s «unpaid on packs». It’s a quick way to know, before they walk in, whether you need to bring up a payment.

Patient payment tracking in a centre with several therapists

In a centre, patient payment tracking has an extra layer, because each session’s money goes to two places. If the centre’s commission is 20% and the session costs €60, the appointment shows it under the therapist’s profit: «Center profit: 12.00 € (Commission: 20%)». When the patient pays only part of it, the app splits that payment in the same proportion. Of €30 collected, €24 belongs to the therapist and €6 to the centre, and the rest stays outstanding for both. The centre’s statistics and each therapist’s statistics therefore match what has actually come in, with no spreadsheets to split things up at the end of the month.

Payments can be recorded by the therapist or by the centre from the therapist’s calendar, and the list shows who recorded each one («Recorded by…»). If you’re working out how to share fees with your team, the most common models are in fee splitting in a psychology practice, and everything the centre account includes is on the page about software for psychology practices.

A clear payment policy that stays within the law

The app keeps payments in order, but first you have to agree them with the patient. The American Psychological Association’s ethics code says that, as early as is feasible in a professional relationship, psychologists and their clients reach an agreement specifying compensation and billing arrangements (Standard 6.04). In Spain, the Spanish psychologists’ code of ethics asks the same in its article 55: in private practice, tell the client your fees beforehand. In practice, it’s worth putting in writing:

  • The price of a session and of your packs.
  • When payment is due: at the end of each session, in advance or at the end of the month.
  • Which payment methods you accept.
  • What happens with sessions cancelled at short notice.

The cash payment limit in Spain

If you practise in Spain and take cash, keep a legal limit in mind. Under article 7 of Law 7/2012, transactions of €1,000 or more can’t be paid in cash when one of the parties is acting as a business or professional. The limit rises to €10,000 when the payer is an individual who can show they don’t have their tax residence in Spain. All the payments a service has been split into are added together to work out the figure, so a pack of 20 sessions at €60 (€1,200) falls under the limit even if it’s paid in several instalments. The fine is 25% of the amount paid in cash, and both the payer and the person receiving it are liable. For those transactions you also have to keep proof of the payments made by other means for five years. That’s why it helps that every payment stores its method and date.

And if what worries you is patients who don’t pay, our guide to unpaid sessions in a psychology practice covers how to prevent them and how to chase them without damaging the relationship.

Getting paid isn’t the same as invoicing

Recording a payment doesn’t issue an invoice. They’re two different things: the payment says the money has come in, and the invoice is the tax document. In Spain, My Psico Agenda issues invoices with VeriFactu, applying the healthcare VAT exemption and the income tax withholding where they apply; it’s all explained on the page about VeriFactu invoicing for psychologists.

The two sides talk to each other. In Billing, «Auto-fill» generates the invoice lines from a month’s sessions and leaves out the ones with no payment at all, unless you tick «Include unpaid». And in the Statistics report («Export», then «Download PDF») you can include the «Payment» column, which shows each session’s method, «Mixed» or, if it was half paid, the amount collected next to the total. It’s handy, for instance, to send your accountant what you collected in a quarter.

What this payment tracking doesn’t do

  • It doesn’t charge the patient: it isn’t a card reader or a payment gateway. It records what you’ve already collected, however you collected it.
  • It doesn’t send payment reminders or demands. The WhatsApp reminders are for appointments.
  • It isn’t accounting software: it doesn’t file taxes or reconcile your bank transactions.
  • It doesn’t accept payments with a future date. If someone promises to pay you on Monday, you record it on Monday.
  • In a new recurring therapy series, every session starts as «Unpaid» and the payment is recorded on each one when it’s collected.

How much patient payment tracking costs in My Psico Agenda

«Record payments» and Statistics are included in every plan. My Psico Agenda is paid monthly with no lock-in, and prices exclude VAT:

  • Semilla, €4.99/month: to get started, with up to 15 patients.
  • Junior, €19.99/month: unlimited patients, 100 VeriFactu invoices and 100 automatic reminders a month.
  • Senior, €29.99/month: unlimited VeriFactu invoices and 250 reminders a month.
  • Centre Mini, €99.99/month for up to 5 therapists, and Centre Super, €129.99/month for up to 15.

The first month is free with no card required, on the Junior plan if you work on your own and on Centre Mini if you’re a centre. You can try patient payment tracking with your real payments before you decide.

How to get started without changing the way you get paid

  1. Create your account and claim the free month from the welcome window.
  2. Bring in your patients from an Excel or CSV file in Settings, or from Google Contacts.
  3. Set the price on each appointment or pack, and record payments as you collect them, with «Collect all today» for the usual case.
  4. Check «Today» in Statistics when you close for the day: what you’ve collected should match what’s in the till and in the bank.

If you were already using My Psico Agenda and your sessions had a payment method, you don’t need to do anything: they show as paid, with a payment marked «From the payment method it already had».

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Frequently asked questions about patient payment tracking

The questions that come up most when someone is looking for patient payment tracking for their practice.

What is patient payment tracking?

It’s a way of knowing, at any moment, which sessions and packs are paid, how much is still owed and how much you’ve taken each day. In My Psico Agenda every payment is stored in its session or pack, with its amount, method and date, and Statistics add up what was collected by the day it came in.

Can I record a partial payment?

Yes. Enter the amount in euros or as a percentage, or tap «Collect half today». The session shows «Partially paid», with the amount collected and the total in view, until the rest is paid.

Can a session be paid with two methods?

Yes. Each payment stores its own method, so a session can be paid partly in cash and partly by Bizum. In the summaries it shows as «Mixed».

Do the statistics count a payment on the session date or on the day it’s collected?

On the day it’s collected. If you pick «Today» in Statistics, you see what came in today, even for sessions on other days or for packs. What’s still unpaid is worked out from sessions that have already taken place.

What happens to the money for a cancelled session?

The payment stays on the session and counts as collected on the day it was paid. If you refund the patient, remove the payment with «Remove» and it no longer counts.

How do I record payments for a session pack?

On the pack itself, with the «Pack payments» button, which accepts partial payments just like a session. Sessions deducted from the pack don’t need their own payment.

Does the app charge the patient or send them a payment link?

No. My Psico Agenda isn’t a card reader or a payment gateway: it records what you’ve already collected in cash, by card, by Bizum or by bank transfer.

How much does it cost?

The Semilla plan costs €4.99/month + VAT, with up to 15 patients, and Junior costs €19.99/month + VAT with unlimited patients. For centres, Centre Mini costs €99.99/month + VAT for up to 5 therapists. «Record payments» is included in every plan, there’s no lock-in and the first month is free with no card required.